Contractors

Manage external contractors, their insurance details, and the work they perform on site. The contractors module keeps all supplier information in one place so you can quickly assign, contact, and review contractor performance.

Adding a Contractor

1. Go to Contractors in the sidebar and click Create Contractor.
2. Enter the contractor details:
   • Company Name and Contact Information.
   • Insurance Expiry: tracked so you know when coverage expires.
   • Specialty / Trade: e.g. Electrical, Plumbing, Fire Safety.
3. Click Create. The contractor can now be assigned to work orders.

Assigning a Contractor to Work Orders

When creating or editing a work order, you can assign a contractor instead of an internal engineer. The contractor will appear in the assignee list. Once assigned, they can be notified and tracked through to completion.

Insurance & Compliance Tracking

Each contractor record stores their insurance expiry date. The dashboard will highlight contractors whose insurance is expiring soon or has lapsed, helping you stay compliant with your own site requirements.

Toggling Contractor Status

Contractors can be toggled active or inactive. Inactive contractors cannot be assigned to new work orders but their historical records are preserved.

Spend Overview

The contractors directory shows two running totals for each contractor, helping you keep an eye on commercial performance at a glance:

• YTD invoiced: the total of all approved standalone and received invoices raised against this contractor in the current calendar year.
• YTD purchases: the total of all purchase orders (any status) raised against this contractor in the current calendar year.

These figures are company-scoped and update automatically as invoices are approved and purchase orders are raised. Use them to spot contractors whose spend is trending up before renewal time, or to back up sourcing decisions.